Confirmations

For each meeting a confirmation is issued every time someone registers and when additional events are added.

There are a number of ways to issue confirmations.

Typically confirmations are sent via mass email. A word document is created for each conference or meeting and conference information is exported from iMIS into a Word mail merge.
Other options include:

1. Via email, where the confirmation has been lassoed from a particular record and pasted into email.

2. Via mail/fax, where a confirmation is run and mailed or faxed to an individual. Individuals without email addresses are automatically sent a mailed confirmation.

TO EXPORT THE CONFIRMATION DATA FROM IMIS:

1. Click Events

2. Generate Reports

3. Custom Confirmations in (report type)

4. Confirmation Xport under (available reports)

5. Click Run

6. Enter Batch number and click “ADD”

7. Enter as many batch numbers needed

8. Click on the Meeting Tab and enter the Meeting Code and click “ADD”

9. Once you have completed this, click OK

10. You can also export confirmations by ID number for add-on records. The same procedures apply.

11. It will bring up your query.

12. You want to click on the envelope “export” tab next to the printer tab

13. Under format, choose Text

14. Destination remains as Disk File, click OK

15. Save file under your local Disk C: drive, use the file name listed in the box and click SAVE.

16. Once you have created one export, you will simply need to overwrite the existing document each time. The system will prompt you.

17. Please note you cannot have the Merge document open when exporting new files. Remember to close the Word merge document each time you complete a merge.

18. Once you have exported the document, you will need to open up your word document.

Since there are very particular fields that must be included in the word merge document, it is best to copy the registration confirmation from either a previous year or another meeting and just revise the text. Information listed in {brackets} should never be touched.

Here is a sample of a standard confirmation.

Once you have completed updating the confirmation, you will need to make sure that the setup for emailing is complete with the accurate subject line listed.

 Click on the word “Merge” in the upper toolbar
 It will bring up the merge field box with a number of options.
 Click on Electronic Mail in the drop down box of the “Merge to” box.
 Then click “setup”
 It will bring up a merge setup box. Here is where you will tell the system where to get the email addresses and also you can input a Mail message subject line.
 Once you have completed these functions, you can click OK to continue.
 Now you are able to merge the document into individual emails.